Executive Assistant, Human Resources

at  ONTARIO NURSES ASSOCIATION

DATE: AUGUST 28, 2024

The Ontario Nurses’ Association (ONA) is Canada’s largest nurses’ union. We are powered by our members — 68,000 nurses and health-care professionals, and 18,000 nursing student affiliates — who provide care in hospitals, long-term care, public health, the community, clinics and industry.
Our mission is to defend the rights of and advocate for nurses and health-care professionals who care for the health of Ontarians. We empower members and fight against unfair and unsafe treatment, negotiate and enforce our contracts, offer benefits and insurance, provide tailored education and development opportunities and much more. We confront governments, administrations and other policymakers head on to fight for high-quality public health care.
ONA is seeking to hire an Executive Assistant, Human Resources in Toronto. Reporting to the Executive Lead, Human Resources, the successful candidate will provide administrative support to the Executive Lead, Human Resources, Manager, Human Resources and the Manager, ARAO, while maintaining employee records to ensure the proper documentation of Human Resources and Health Wellness files.

• Provide organized and proactive administrative support to the Executive Lead and HR Managers, including preparation, review, drafting, copying and/or distributing of correspondence, letters, memos, reports and presentations.
• Prioritize and manage assigned calendars, set up meetings, resolve scheduling conflicts and adjust as necessary based on changing needs and priorities.
• Provide support to the ARAO team, attend meetings, prepare meeting agenda, reports and minutes.
• Maintain the Human Resources intake box and respond to internal and external inquiries in a timely manner.
• Support Health Wellness by reviewing incoming email to the confidential inbox, highlighting those that need immediate attention.
• Input and maintain the confidential Human Resources files and records either electronically and/or paper from start to end of employment
• Provide administrative assistance in support of team initiatives, events, programs, processes, projects and reporting requirements.
• Discuss issues, recognizing and bringing forward the urgent issues to the Executive Lead /Manager’s attention and forwarding to the appropriate parties for resolution.
• Respond to written and verbal requests for Verification of Employment
• Draft, produce and distribute reports as required.
• Identifies improvements to work processes and makes recommendations on how to implement them.